Catering Coordinator

• Answer telephone and use the paging system according to Four Seasons' standards and act as a liaison between callers and the Catering/Conference Service Managers.
• Type in a proficient manner to ensure a quality and timely product.
• Type all daily catering correspondence in order of priority.
• Proofread all correspondence prior to submission for signature.
• Efficiently utilize typewriters and computers to complete all correspondence (proposals, contracts, form letters, internal forms, etc.).
• Process all mass and special mailings generated by the catering office or for related catering purposes.
• Maintain all catering files in accordance with established procedures and standards.
• Advise a manager when a work assignment cannot be returned within a 48 hour period.
• Maintain a friendly, caring and helpful attitude with clients, as well as other hotel personnel.
• Assist clients in the absence of a catering /conference representative.
• Assist in the preparation of reports as required by the DOC
• Keep informed as to the daily hotel activities.
• The ability to requisition supplies and collateral through the purchasing system with the proper signatures and put said items in their proper place.
• Participate in scheduled meetings as requested.
• Copy, fax, scan or mail any documents, files, proposals, prospectus or applications as needed.
• Prepare and print menu/card for clients.
• Read and understand the function space diary in Delphi.
• Prepare proposal and contracts as per Catering& Conference Manager instructions
• Use all function in Delphi from creating account, updated, preparing Beo and all Delphi tasks needed for the catering and conference service job.
• Book internal meetings, outlets reservation, menu tasting etc. and follow through with proper booking procedures.
• Conduct tours of the property with meeting planners and potential clients.
• Negotiate with clients and achieve maximum revenue/profit potential while satisfying
• Keep Director of Catering promptly and fully informed of all problems or unusual matters so prompt corrective action can be taken where appropriate.
• Coordinate with other departments to ensure quality of guest satisfaction.
• Attend and participate in all required meetings.
• Review all banquet event orders and daily and weekly banquet sheets to ensure accuracy in content as well as spelling.
• Ensure all information regarding each group is sent to the proper department on schedule in order to facilitate the proper handling of the group.
• Respond properly in any hotel emergency or safety situation.
• Perform other tasks or projects as assigned by DOC or any other Hotel Management and staff.

• To provide a friendly and professional service that always exceeds guests’ expectations.
• To ensure you read the hotel's employee handbook and have an understanding of and adhere to the hotel's rules and regulations and in particular, the policies and procedures relating to Fire, Hygiene, Health and Safety.
• To undertake other duties and responsibilities which, while outside the normal routine, are within the overall scope of the position.
• To report for duty punctually wearing professional attire. To maintain a high standard of personal appearance and hygiene and adhere to the hotel and department personal appearance standards.
• To comply with local legislation as required.
• To maintain good working relationships with your colleagues and all other departments through working by The Golden Rule.
• To respond to any changes in the division as dictated by the needs of the industry, company or hotel.
• To be flexible and extend job duties to carry out any other reasonable duties and responsibilities within the job capability as assigned, including redeployment to alternative departments/areas if required, to meet business demands and guest service needs.
• Conduct and attend training sessions as outlined.

Four Seasons Hotels